Using Basic Parliamentary Procedure

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1 Using Basic Parliamentary Procedure

2 Reference &Disclaimer This presentation is based on Robert s Rules of Order, newly revised, 11 th edition (October 2011).

3 Why do we use Parliamentary Procedure? To facilitate the transaction of business To promote cooperation and harmony To ensure that all members have equal rights, privileges, and obligations Ensure the majority has the right to decide, but the minority has rights which must be protected as well

4 Parliamentary Procedure Rules that limit, guide and protect the individual Protect the rights of the minority It s not that the decision you make must be correct, but each decision you make must be correctly made.

5 Bylaws Rules that govern the organization Legally binding Can override parliamentary authority

6 Basic Principles There are some basic principles for the use of Parliamentary Procedure. When they are remembered, then meetings will run more smoothly and business will take place.

7 Basic Principles A quorum must be present for the group to act. As defined by the by-laws If not, then majority of membership Only one question should be considered at any given time. No member should speak until recognized by the chair. The chair should maintain strict impartiality during discussion. Chair can vote if it will affect the outcome

8 Quorum Quorum is minimum number of members necessary to conduct business (present throughout meeting) Chair should determine quorum before meeting Bylaws can determine method to determine, i.e. roll call Quorum should be determined by bylaws For all meetings regular, special, annual, etc Otherwise, it is majority of entire membership If quorum ceases to exist during meeting: Only motions in order are: To recess until quorum returns Motion to adjourn

9 Presiding Officer Stands when calling the meeting to order (in larger meetings) Says, The meeting will come to order. Can approve the minutes without a motion Can adjourn a meeting without a motion After asking for additional business and not hearing any Adjournment time is reached on an adopted agenda

10 Procedure for Handling Main Motions Member rises and addresses the Chair. Mr./Madam President or Chairperson. Chair recognizes the member. Member states: I move that (states motion). Second to motion (not necessary to stand or be recognized). I second the motion. If the motion comes as a recommendation from two or more members, the motion does not need a second.

11 Procedure for Handling Main Motions Chair states motion: It has been moved by (name) and seconded that. Discussion: If debatable, every member has right to debate Chair refrains from debate while presiding Proposer of motion has first right of debate Must be related (germane) only to motion The Chair says: If there is no further discussion, the motion is (restate motion).

12 Vote: Procedure for Handling Main Motions The Chair says, All those in favor of (the motion is stated) say aye. Those opposed say no. If motion requires 2/3 vote, ask for rising or by show of hands. Should always ask for those opposed. Result of the vote is stated by chair. The motion is carried or the motion is lost. If counted vote, give number on both sides

13 Debate Chair begins debate by asking for discussion Maker of motion has right to speak first, if properly recognized Can only speak twice on same question during the same day Any motion that stops or limits debate requires a 2/3 vote

14 Tie Vote A tie vote is a failed vote President/chair does not have to break a tie unless specified in bylaws President/chair can vote to make or break a tie vote RONR states that the chair can vote anytime it will affect the outcome

15 Classes of Motions Main Motions Motions That Bring a Question Again Before the Assembly Incidental Motions Subsidiary Motions Privileged Motions

16 Order of Pending Motions Privileged Motions Subsidiary Motions Incidental Motions (non-ranked) Motions That Bring a Question Again Before the Assembly Main Motions

17 Privileged Motions Do not relate to pending business Related to the rights and privileges to the assembly or to its members Not Debatable

18 Privileged Motions To fix the time to which to adjourn To adjourn To Recess To rise to a question of privilege To call for the order of the day

19 Subsidiary Motions Assisting in treating or disposing of a main motion All require second Debatable: Depends Requires majority vote unless involving rights of others Call for previous question (2/3) Limit or extend of debate (2/3) Most widely used is Amend

20 Subsidiary Motions To lay on the table To call for the previous question To limit or extend debate To postpone to a definite time To refer to a committee To amend To postpone indefinitely

21 Incidental Motions Incidental to pending motions or business at hand Not debatable

22 Incidental Motions To suspend the rules To withdraw a motion To call for reading of papers To object to consideration To rise to a point of order To rise to a parliamentary inquiry To appeal from the decision of the Chair To call for a division of the house To call for a division of the question

23 Motions That Bring a Question Again Before the House Brings back to the assembly a question that has already been considered Requires a second May or may not be debatable Take from table, non-debatable

24 Motions That Bring a Question Again Before the House To reconsider To rescind To take from the table

25 Commonly Used Motions Main Motion Motion to Amend Call for the Question Call for the Division of the House Refer to a Committee To lay on the Table Withdraw a Motion Rise to a Point of Order Adjourn

26 Main Motion (Class of Motions) Brings before the assembly a question or business consideration In order only when no other motion is pending Only one main motion on the floor at any time Requires second, debatable, usually approved by majority vote, unless some provision in bylaws require different vote

27 Amendments Only two amendments can be pending at any one time Primary Applied to Main Motion Secondary Applied to primary amendment Can have infinite number of secondary amendments as long as only two total amendments pending at any one time Vote on amendments in reverse order Secondary then primary

28 Amending a Motion Most used Subsidiary Motion Methods of Amending Insert (inside the motion) Add (at the end) Strike out Strike out and insert (words only) Substitute (a paragraph) Must be germane to main motion

29 Question or Call for the Question Actual motion is Call the Previous Question Must be recognized by chair to make motion, cannot be just shouted out Is a vote to stop debate and not to vote on pending motion Requires a 2/3 vote to pass 2/3 votes are taken by rising vote If receives 2/3 vote, motion passes and debate is stopped and a vote is taken immediately on pending question If does not receive 2/3 vote, motion fails and debate continues

30 Call for the Division of House Questions results of a vote Only in order if a questionable vote Can be made by a single member Can interrupt a speaker Is not debatable Does not require a vote Made only by rising vote or show of hands Counted vote must be made in form of motion Chair can ask for counted vote at any time

31 Refer to Committee Allows for additional information or study of issue before voting Motion to Refer should include details of who the committee will be and who will appoint Usually defines time for committee to report

32 Tabling a Motion Proper form of motion is to Lay on Table Misuse of Postpone Indefinitely or Postpone to a Definite Time Intention sometimes is Refer or Commit which sends to committee for further review Out of order when no business is pending Definite time to Take From the Table If next meeting within quarter, by end of next meeting Over quarter, end of current session

33 Withdraw a Motion Motion can be withdrawn at any time prior to voting Before restated by chair belongs to maker Can be withdrawn, changed or modified in any way with only approval of maker After restating, belongs to assembly Maker asks permission to withdraw Chair treats first as unanimous-consent request If objection, treated as a subsidiary motion

34 Rise to a Point of Order Used to correct a mistake in procedure Can interrupt a speaker Doesn t require a second Is not debatable Chair rules Must be raised at time of mistake before action has been taken

35 Adjourn Next to highest ranking motion Fix the time to which to adjourn is highest Can not interrupt a speaker Requires a second Not debatable Majority rules Chair can adjourn without motion If no other business is pending If time is reached on an adopted agenda

36 Motions Requiring 2/3 Vote Suspends or modifies Rules of Order Prevents introduction of a motion Closes, limits or extends debate Limits freedom of nominations or voting Takes away membership or office

37 Out of Order Motions Motion to suspend bylaws Motion in conflict with bylaws or Articles of Incorporation Any motion outside the scope of the organization The purpose of this organization is. Any motion to conduct business if quorum is not present, except motion to recess or adjourn

38 Minutes Only record what was done, not everything that was said Seconder of motion need not be recorded Corrected at any time mistake is discovered, even years later Good minutes are first line of defense in lawsuit

39 Common Mistakes Asking for Additions, Deletions or Corrections, etc on minutes Only ask for correction covers everything Using So Moved to make motion Use I moved that Approving treasurers report Filed for audit, audit report is approved Reporting too much information in minutes Only report what was done, not said Using Old Business on Agenda instead of Unfinished Business

40 Conducting Meetings

41 Order of Business vs. Agenda Order of Business Basic outline of business proceedings Agenda Schedule of the order of business, with details Should never be included in bylaws Could not vote to immediately suspend the rules if in bylaws Should not be confused with Rules of Order

42 Order of Business Call to order Reading and approval of the minutes Reports of Special Committees Special Orders (matters which demand special priority) Unfinished Business (not old business) New Business

43 Agenda Call to Order Opening Ceremonies Roll Call Reading and Approval of the Minutes Report of Officers, Boards and Committees Unfinished Business New Business Program Announcements Adjournment

44 Questions?

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